Territory restrictions allow Sales Managers to assign Salespeople to customers based on their location. You can also allow users within the same territory to see each other's customers. These restrictions apply to core business data, including customers, contacts, sales, quotes, orders, and ledgers. Admins always have unrestricted access.
Prerequisites
You'll need CRM Admin rights to set territory restrictions for users.
If you'd like a particular CRM user to only have access to their assigned accounts, see Configure Account Manager Restrictions.
⚠️Important: Only one restriction type (Territory or Account Manager) can be active at a time. Enabling one automatically disables the other.
Please note: The restrictions mentioned in this section apply only to the Prospect CRM user interface. They do not affect data accessed through the API. If you are using API integrations or external applications, please ensure that appropriate access controls are implemented as needed.
Configure territories
To find and configure your territory settings:
Go to the navigation menu, click Settings, then select System Settings.
In the top right-hand corner, search for 'Territory' in the search bar and press Enter.
Select Click to Configure under the Configure Territories section. This will be blank if you don't have any set up yet.
Select the plus icon in the top right-hand corner to create a new configuration.
Type in the territory name — for example, "North Sales Team".
Select Create.
🤓Tip: After creating a territory, ensure that you assign the appropriate territory to each customer account. This step is crucial for accurate territory-based access.
Assign territory to a user
Now that you've created the new territory, you'll need to assign it to a user:
Navigate to the User Management area.
Select Show Details for the user whose territory you'd like to edit. This will open the user's permissions page.
Scroll to the bottom of the page to find the Account Manager and Territory section. From here, you can set the user's territory:
If the user is an Area Manager who needs an overview of all companies but should still have their own assigned territory, set their Territory only.
If the user should only see and have access to companies within their territory, also enable the Territory Restriction tick box, which appears below the Territory field.
📌Note: You can only set one territory per user, so a user can only be restricted to one territory. However, many users can belong to the same territory. Restrictions cannot be applied by Operating Company, which is an important limitation to consider when setting up user access.
Best practices and recommendations
To get the most out of territory restrictions, keep the following in mind:
Regularly review and update territory assignments to reflect organisational changes.
Clearly communicate the scope and limitations of access restrictions to all users.
Use the Territory Restriction option for broader regional access and the Account Manager Restriction for more granular control.
Regional Sales Managers (RSMs) can also create orders for accounts within their assigned territory and set the Salesperson field to assign credit to the appropriate team member.